How to Set Up Reservations for a Facility

This guide is intended for facilities that have already been set up. To set up a new facility, please visit How to Set Up a New Facility/Amenity (link to guide)

Step 1: Enable or Disable Reservations for the Facility

• Navigate to Registries → Facilities and select the facility you want to configure reservations for.

• Scroll down to the Reservations section:

  • Select Yes if the facility can be reserved.

  • Select No if the facility does not require reservations.

Step 2: Configure Reservation Duration & Fees

• In blocks of: Choose how reservations are scheduled (e.g., Days, Hours, Minutes).

• Minimum: Set the minimum reservation period.

• Maximum: Set the maximum time a facility can be reserved.

• Reservation Fee (Optional): If applicable, enter the cost per reservation (e.g., per day).

• Deposit (Optional): Specify any required deposit amount.

• Generate Invoice (Optional):

  • Select Yes if an invoice should be generated for each reservation.

  • Select No if invoicing is not needed.

Step 3: Set Notice and Approval Preferences (Optional)

• Minimum Notice: Set the required advance notice for making a reservation (in hours).

• Maximum Notice: Define how far in advance users can book (in days).

• Needs Approval:

  • Select Yes if reservations require admin approval.

  • Select No if reservations are automatically confirmed.

• Max People per Reservation: Define the maximum number of people allowed per reservation (0 for no limit).

Step 4: Restrict Past Due Reservation Access (Optional)

• Past Due Allowed: Set when to turn off reservations for past due accounts. Choose from:

  • N/A (default)

  • < 30 Days

  • < 60 Days

  • < 90 Days

  • < 120 Days

Step 5: Set Reservation Permissions (Optional)

• Can create reservations: Choose who can make reservations:

  • All Users (default)

  • All Owners

  • Resident Owners

  • Managers Only

Step 6: Set Available Days & Hours

• Days/Hours Available to Reserve:

  • Check the boxes for the days the facility is available (e.g., Monday, Tuesday, etc.).

  • Define time limits for each selected day.

• Limits (Optional) (set as 0 for no limit):

  • Daily Limit per Unit: Maximum reservations per unit per day.

  • Weekly Limit per Unit: Maximum reservations per unit per week.

  • Monthly Limit per Unit: Maximum reservations per unit per month.

  • Yearly Limit per Unit: Maximum reservations per unit per year.

Step 7: Define Facility Capacity (Optional)

• Maximum Persons: Set the maximum number of people allowed in the facility per reservation (0 for no limit).

• Maximum Simultaneous Reservations: Define how many reservations can happen at the same time.

Step 8: Add Messages for Guards (Optional)

• Message to the Guard: Enter any specific instructions for security or front desk staff.

Step 9: Configure Block-Out Periods (Optional)

• Date & Time Settings:

  • Set a specific date or choose a day of the week.

  • Define the blocked period using From and Until times.

  • Enter a Reason for the block-out period.

  • Click Add to save the block-out period.

Step 10: Set Rules & Policies (Optional)

• Use the text editor at the bottom to add any additional rules, policies, or instructions for using the facility.

Final Step: Save & Apply Changes

Once all settings are configured, click Update to finalize the facility reservation setup.